Doudlah Farms Amazon FBA Inventory Management

Overview

Inventory stockouts have been identified as the primary driver of sales declines for Doudlah Farms on Amazon. A new tracking system ("Shipment Info" worksheet) has been implemented to provide full visibility into all FBA shipments, and a target of resolving all current stockouts within two weeks was set as of the 2026-02-25 weekly call.

The core operational goal is to maintain a minimum 6-month inventory level for all products at all times.

Current Stockout Status (as of 2026-02-25)

All stockouts are expected to be resolved within two weeks of the call date.

Shipment Info Tracker

A "Shipment Info" worksheet was built to track every Amazon FBA shipment from creation through closure. Key details:

• Updated daily by Gilbert
• Tracks all shipment IDs, product quantities, and status dates
• Shipment statuses flow through approximately 8 stages: Working → For Pickup → In Transit → Receiving → Closed (plus Canceled/Deleted)
• Excluded from active calculations: Working, For Pickup, Closed, Canceled, and Deleted shipments — only active in-transit and receiving shipments count toward available inventory
• Color coding: Yellow = below 6-month threshold (action required); Green = sufficient stock
• A macro suppresses negative "quantity to ship" values (i.e., products already above the 6-month target) to reduce visual noise

6-Month Inventory Target

The tracker flags any product with less than 6 months of inventory on hand. When a product goes yellow, a replenishment shipment should be initiated. The bi-weekly review cadence (Karly → Jason) is the current operating rhythm for triggering new shipments.

Raw Materials Tracking

Finished-goods FBA inventory is only part of the picture. The team identified a gap: raw materials (clean beans, bags, boxes) are not yet tracked in the same system, creating a risk of upstream stockouts even when FBA shipments are scheduled.

Current State

• Lucy (client-side) maintains a separate bag inventory spreadsheet
• Raw beans are stored at E-Town Cold Storage (Edgerton), a temperature-controlled facility with a web portal for inventory visibility

Planned Improvements

1. Bag & box inventory: Karly to share Lucy's bag inventory spreadsheet with Gilbert; Gilbert to add bag/box columns to the Shipment Info tracker, cross-referenced against sales rate to project 6-month needs
2. Raw bean inventory: Karly to request login credentials for the E-Town Cold Storage platform so the team can directly monitor raw bean stock levels

Key Decisions

• No changes to Amazon ad strategy until inventory stabilizes — ROAS decline (3.4 → 3.34 over 30 days) is attributed entirely to stockouts, not campaign performance
• Maintain bi-weekly replenishment review cadence with Jason
• Expand tracker scope to include raw materials (bags, boxes, beans) to prevent future upstream stockouts

Action Items

Related

• ^[1] — Client overview
• ^[2] — Google Ads strategy shift discussed in the same call
• ^[3] — Amazon ads performance context